Managing Payments in Jira Work Management
- Hernan Halabi
- Mar 26
- 3 min read
While Jira was originally much more geared towards development teams, the reality is that its flexibility has allowed its adoption in different areas of the company.
In this post, I aim to provide a summary of what I previously presented as part of a webinar, in which I demonstrated how Jira Work Management allows us to customize Jira for a finance team that handles the company's billing and payments.
The project itself has two main areas to highlight:
The end-user view
As you can see in the images below, the finance team will have not just one, but several ways to view the status of various outstanding invoices. These options are easily adaptable for end users, even those with limited experience using technology. This facilitates easy adoption by a team other than the traditional development or IT team, who may not be as familiar with technological solutions like this. In fact, I believe that's where the benefit of Jira Work Management lies: it allows data to be loaded in a table format, which is often a challenge for accounting teams because they're essentially replicating a spreadsheet view.
Dashboard View
This way of viewing tasks is one of the simplest ways to know the status of each payment, allowing the user to quickly focus on the column with the desired status of the tasks they need to work on without needing to use filters and other ways to find the information they are looking for.
List view
As I mentioned previously, this format is most similar to a classic spreadsheet, which greatly facilitates the loading and modification of invoices, avoiding in many cases having to open the entire ticket where it may show more fields but at the same time make them more difficult to find.
Calendar view
There's no doubt that this view is the most visual way to identify what needs to be paid when, or which invoices should be paid but aren't. By accessing this view, the end user can quickly determine which tasks require action, regardless of the current status of the tickets.
The automation of tasks that runs in the background
The key to this project lies in incorporating mathematical calculations into the solution through automated rules. These rules transform the information entered into the various fields into the results the team needs to identify invoice totals or amounts payable to different company members or consultants.
As seen in the image below, the automatic rules take certain custom fields as variables that define the operation to be performed later, such as knowing if the type of contract is by package of hours or if the billing should be done by hour worked.
After the contract type and payment method are determined, it's simply a matter of applying a simple mathematical rule when editing the field used to output the information. In the example below, you can see how the value of field ID 10080 is defined based on the hours entered multiplied by the consultant's hourly rate. Since the entered time is in seconds, this result is then divided by the 3600 seconds in an hour.
The great thing about this is that for the end user, the steps they need to take are always the same , and the magic happens behind the scenes. With automation, we can define multiple criteria to assign values to the fields, and as an added benefit, since we're working with standard Jira fields, we know that this information can then be used by any tool we use in the instance for generating reports.
This is another way to reduce silos between different areas of a company. If you'd like to see the project in action, I invite you to watch the webinar video below.
Do you have a different approach to implementing what's been presented? Tell us in the comments.
It's very common to find more than one way to do things with Atlassian tools, and we'd love to discover other ways to solve them.
We hope you enjoyed reading it.
Until next time.
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